Discounts

If you offer discounts to your customers, choose whether the discount should be applied at the item level or at the transaction level.

At the transaction level, you can choose to apply the discount before or after tax.

If you do not offer any discounts, choose the I don’t give discounts option.

Tax On Item Prices

Under this section, you can choose the tax preferences for your items. The available preferences are Tax Inclusive, Tax Exclusive and Tax Inclusive or Tax Exclusive.

Additional Charges

Select the additional charges you’ll like to add:

Check the Shipping Charges option to add charges related to shipping in the sales modules. If there are any other adjustment you like to add, check on the Adjustments option.

Leave them unchecked if this does not apply to you.

Sales Persons

This option enables the Sales Person field on your sales transactions where you can associate a sales person to your transactions.

Leave it unchecked if this does not apply to you.

Transaction Approval

This option allows you to verify and approve the Sales and Purchase transactions that your employees create.

Notify when transactions are submitted for approval: The approvers will be notified whenever a transaction is submitted for approval. You can choose to send a notification to all approvers or only to one approver based on your preferences.

Notify the submitter when a transaction is approved: An email will be sent to the submitter to notify them whenever a transaction they’ve submitted has been approved.

Mode of Stock Tracking

Zoho Inventory provides two methods based on which you can track your stock on hand. Choosing an option will help you control the method of documenting the incoming stock and the outgoing stock.

Physical Stock: This stock is calculated based on Receives and Shipments. The physical stock of the item increases when you create purchase receives for it and decreases upon creating shipments.

Accounting Stock: This stock is calculated based on Bills and Invoices. The accounting stock of the item increases when you create bills for it and decreases upon creating invoices.

Rounding Off Sales Total

The total amount in your sales transaction is rounded off to the nearest whole number.

Address Format

Set the address format for your organization from the placeholders provided. To add more placeholders, click the Insert Placeholder dropdown menu and choose the field you’d like to add to the address format.

This address will be displayed in the PDF only.

Branding

Branding allows you to display your company’s brand logo on the transactions that you send out to your customers and vendors. To do this, upload the logo image from your device to Zoho Inventory.

You can also choose from a variety of themes to personalize the look and feel of your Zoho Inventory organization.

Zoho Branding

Enable the option Would you like to keep Zoho Branding on your PDFs? if you’d like to display the Zoho branding on the footer of your PDF templates.

Batch tracking

You will be able to assign batch numbers to the new items and to the existing items as well if they aren’t involved in any transactions.

Note: The advanced inventory tracking features will be available only for Zoho Inventory organizations subscribed to Standard plan or above.

Low Stock Settings

Prevent stock from going below zero: Forbids any action that would result in your accounting stock to fall below zero i.e., you’ll not be allowed to create invoices for an item with zero stock or less. However, you can create shipments for the same.

Do you want an Out of Stock warning whenever your stock drops below zero?: A warning is displayed whenever you try to raise an invoice for items whose stock is about to drop to zero or less. However, you will have an option to proceed with creating the transaction with a zero-stock item.

Do you want to be notified when an item quantity drops below reorder point?

An email with the list of low stock items will be sent to the Email Address selected from the dropdown menu.

Additional Information

This section contains the fields related to the items module which you can choose whether to show or not show on your PDF templates.

Here, you can also configure the scope of sales and purchase prices for each role in your organization. To do so:

Click the Gear icon next to the selling price or purchase price field.

Choose one of the permissions against each role:

Read and Write The user can view and modify the field value.

Read Only The user can only view the field value.

Hide Selling/Purchase Price The user will have no access to the field. against each role.

The Admin will have complete access to all the fields.

Click save to apply the changes.

Note: To hide the sales or the purchase price for a role, you must first restrict their access to those modules completely. Learn how you can configure the permissions for a role here.

Sales Orders

Configure the sales order module to keep up with your sales volume.

Select the sales order fields whose values you’d want to auto-update in the respective invoices.

Choose the action following which you’d want to close the sales order.

Apart from the default statuses, you can create and assign your own statuses to the sales order using custom statuses. For instance, instead of marking a sales order as Confirmed, you can mark it as Committed.

You can also enter the terms and conditions of your business and notes to your customer in the respective fields. It will be displayed in all the sales orders created. You can modify the content at the time of creating the sales order.

Package

Here, you can create additional fields for the packages module using custom fields. This will be reflected across all the new packages.

Shipment

In the Shipment preferences, you can choose whether or not to send notifications to your customers for manual and carrier shipments.

Invoices

Edit Sent Invoices

Allow editing of sent invoice?: Check this option to allow editing invoices which are already sent to your customers.

Payments

Get notified when customers pay online: You receive a notification whenever your customer makes you an online payment.

Do you want to include the payment receipt along with the thank you note?: The payment receipt will be attached automatically while sending the thank you note to your customer.

Automate thank you note to customer on receipt of online payment: You can automate the process of sending a thank you note whenever you receive an online payment.

Invoice Order Number

Choose whether you want to display the Sales Order Number or the Sales Order Reference Number as your Invoice Order Number.

Terms & Customer Notes

Here, you can enter your business’ terms and conditions and additional notes. This will be displayed in all the invoices. You can also modify the content at the time of creating the invoice.

Custom Fields

You can also create custom fields to record additional information on your invoices. This will be reflected across all future invoices.

Payments Received

Configure the Payments Received module to express your gratitude.

Here, you can create custom fields to record additional information on your payment receipt. This will be reflected across all your future payment receipts.

Pro Tip: You can autogenerate the payment receipt number using the Auto Generate Number custom field. You can have only one custom field of this type.

Purchase Orders

Closing a Purchase Order

You can choose the action following which you want your purchase order to be closed in Zoho Inventory.

Field

Description

When Receive is recorded

Your purchase order cycle will end once you record the receives of all items specified in it.

When Bill is created

Your purchase order cycle will end when you associate a bill with it.

When Receives and Bills are recorded

Your purchase order cycle will end when you record receives and associate bill(s) with it.

Terms & Conditions:

Enter the terms and conditions of your business to be displayed in your purchase order. This will be displayed in all the purchase orders created unless otherwise you change the content at the time of creating the purchase order.

Notes:

You can enter notes for your vendors and suppliers on your purchase orders.

Bills

Here, you can create custom fields to record additional information on your bills. This will be reflected across all your future bills.

Payments Made

Here, you can create custom fields to record additional information on your payments made. This will be reflected across all your future bill payments.

Custom Fields

The custom fields are additional fields that you can introduce to a module to enter more data.

To create a custom field for a module:

Go to Settings > Preferences.

Open a module of your choice, say, Invoice.

Go to the Custom Fields tab and click + New on the top-right corner of the page.

Choose an appropriate level of PII sensitivity if applicable. Learn more about the privacy and security in Zoho Inventory.

Enter a default value to display in the field, if needed.

Choose whether it should be a mandatory field.

Choose whether you want this field to be displayed in all PDFs.

Note: You can have a maximum of 39 custom fields and each data type has its own limits.

Custom field data types

Types of custom fields supported by Zoho Inventory are as follows:

Text

Select the Text datatype to record additional information of your choice. You can enter a short text, numerical value or a combination of both up to 100 characters. Values allowed are A-Z, 0-9 and special characters.

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Email

You can record additional email addresses using this field. Ex: fynn@hotmail.com.

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

URL

You can record and save website URLs using this field. Ex: www.zoho.com

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Phone Number

This field allows you to record additional phone numbers of a contact. Ex: (123)-456-7890

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Number

This field allows you to store numerical data(as whole numbers). Ex: 18, -18

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Decimal

This field allows you to record decimal values. Ex: 2.38, -33.2

Amount

This field allows you to record amount along with the default currency code set for your organization. Ex: USD50, GBP76, AUD30 etc.

Percentage

Here, you can record values in percentages.

Date

In this field, you can record custom as well as relative date values. Ex: Custom Date - 19 Jun 2019, Relative Date - Today, Tomorrow, Starting Date of Month etc.

Choose the PII sensitivity level of your custom field. Learn more about how you can configure the accessibility of PII data in Zoho Inventory.

Checkbox

Using the checkbox field you can confirm an action, answer a question or make a choice. Here, you can also choose to have the checkbox ticked by default or leave it unticked.

Auto-generate Number

Using this field you can autogenerate values with prefixes of your choice. You can have only one custom field of this type.

Drop-down

Useful for creating a drop-down type custom field where you can input standard choices and make a selection.

Note: You can only have one custom field of this type.

Multi-select

This custom field is similar to the drop-down field where you can input standard choices and select multiple options.

Note:

You can only have two custom fields of this type per module.

You can provide up to 500 values but select only up to five options in this field.

Lookup

Using the Lookup datatype in custom fields, you can link data from one module with another. For example, let’s say you want to track the efficiency of your users and decide to track the sales orders they create for customers. For this, you can create a Lookup custom field in the Sales Orders module, select the module whose data you want to access (in this case, Users) and specify a list name which tracks the associations.

To add a custom field with the lookup data type: Go to Settings > Preferences and select the desired module. Click the Custom Field tab on top of the page. Click the + New Custom Field button, enter the required details, select the datatype as Lookup and save the custom field.

Multiline

The multiline or multiple line custom field is a textbox that allows you to enter descriptive text of up to 36000 characters.

You can only have a maximum of five custom fields of this type.

Custom Field Limitations

There are limitations to the number of custom fields you can have for each data type.

For easy understanding, let’s split the datatypes into four sections:

Section 1

String(Text) - max 20 fields

Auto generate number - max 1 field

Email - max 2 fields

URL - max 2 fields

Phone - max 2 fields

Dropdown - max 5 fields

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 20.

Section 2

Number - max 8 fields

Date - max 4 fields

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 12.

Section 3

Amount - max 4 fields

Decimal - max 4 fields

Percent - max 2 field

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 4.

Section 4

Checkbox - max 3 field.

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 3.

Hence, when combined, you can have a maximum of 39 custom fields in a module.

More Actions for Custom Fields

Edit/Delete/Mark Custom Field Inactive

If the custom field is no longer of use then you can mark it as Inactive.

Go to Settings >> Preferences.

Open the module with the unwanted custom field.

Go to the Custom Fields section.

Place your cursor over the custom field and you can choose the Edit, Mark as Inactive option or the Trash icon to delete it.

Note: The Mark as Inactive option will be visible only for the custom fields of the following modules: Contacts, Sales Orders, and Purchase Order. For the Items module, you need to deselect the custom field and it will become inactive.

Re-arrange the Order of Custom Fields

You can change the order in which the custom fields appear in your PDFs. To do so: